HIM Registration Svcs Data Quality Clerk

Work Area: 
Reg West Stds - QA & Projs
Base Site: 
Cambie Transcription HUB
Job Category: 
Health Information Management


Reporting to the Manager, Registration, Standards, Quality and Projects or designate, the HIM Registration Services, Data Quality Clerk monitors, audits and corrects registration data using the Provincial Enterprise Master Person Index (EMPI) web application, Provincial Client Registry System (CRS), Enterprise Client Identity Management (ECIM) reporting tool for the Lower Mainland (PHSA, PHC, FH and VCH) clinical information systems (Admission, Discharge, Transfer and Scheduling). Acts as the primary contact on issues related to the systems by responding to user inquiries; identifies and resolves issues/problems related to the capture of client identity and registration data including applying understanding of the flow of data within integrated clinical information systems, and its impact on internal/external applications. Assists end users with registration related processes, makes recommendations, liaises with various departments and downstream users and escalates problems to designate(s) as required. Verifies data from client registry and clinical information reports utilizing database software applications, collects, checks, updates/edits data, and corrects errors to maintain data integrity and to ensure compliance with CIHI, Ministry of Health and Hospital Act policies and standards. Monitors, tracks and forwards registration indicators that summarize registration data quality and safety issues. Performs duties related to the admission, transfer and discharge of patients to/from hospital.


Ability to type 50 w.p.m.
Knowledge of medical terminology.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to supervise.
Ability to organize work.
Ability to operate related equipment.


Grade 12, three years’ recent, related experience or an equivalent combination of education, training and experience.


Monitors, audits and corrects client identity and registration data, and identifies, resolves related issues, including merging of records and investigating patient visit activity to eliminate overlay of information.
Acts as the primary contact on issues related to the EMPI, ECIM Reporting Tool, ADT, Scheduling and Client Registry Systems by performing duties such as responding to user inquiries, identifying and resolving end user issues/problems related to capturing registration data in accordance with established procedures and/or instructions, and escalating problems and discrepancies to designates, as required.
Verifies, compiles and audits system outputs and initiates completions and corrections of registration information, and troubleshoots problems related to data input processes.
Performs random audits of the assigned module to ensure compliance of standards; reports errors to the person responsible for the error(s) and to their supervisor; corrects errors as required; provides recommendations that will correct error trends including matters related to employee performance. Provide the necessary feedback to staff responsible for related standards, quality and safety across PHC, PHSA, FH and VCH.
Liaises with members of the data quality team to assist in facilitation of data changes, data masking and data quality integrity issue resolution
Monitoring and tracking registration indicators that summarize the quality and safety issues by department/site in order to focus on the areas that need further support and forwards to the Manager, Registration Standards, Quality and Projects or designate for analysis, as required.
Acts as a resource to staff on issues such as provincial, CIHI, Ministry of Health and hospital policy related to data collection, and assists in identifying problems and alternative solutions on issues related to client related information and data integrity.
Assists end user with ADT system functionality, and provides orientation as required.
Reviews registration, scheduling and statistical information. Investigates inaccuracies and ensures correction of errors affecting data quality and reporting.
Reviews work procedures and makes recommendations to the Manager, Registration Standards, Quality and Projects or designate, to ensure the principles of continuous quality improvement are achieved.
Liaises with specific department and service system users to ensure appropriate information is entered in the ADT System as required, that errors are corrected in the integrated systems and to ensure data quality across Lower Mainland systems.
Collaborates and plans with HIM Registration Services teams to ensure that current data quality practices are modified to align with ongoing change initiatives.
Maintains statistics on registration and scheduling and bed management data by performing duties such as compiling and summarizing data from tools such as the EMPI web application, Enterprise Master Client Identify reporting tool, and a variety of data quality reports for forwarding to the Manager, Registration Standards, Quality and Projects or designate for analysis as required.
Verifies data from client registry reports utilizing Lower Mainland Client Registry Applications database software by performing duties such as collecting, checking, updating and editing data to ensure accurate and timely patient information in the Client Registry database(s). Prints reports, locates, identifies and corrects errors, and follows-up with the Leader and/or Supervisor on discrepancies as required.
Interviews patients or designate, in person or on the telephone in order to obtain Health Services BC (under the auspices of the Ministry of Health) information required to determine eligibility for benefits and admit patient to the hospital. Enters information into the Admitting, Discharge & Transfer (ADT) System in order to pre-admit, admit, transfer or discharge patient. Searches the database for patient’s Personal Health Number and ensures that it is active and enters active date into the ADT System.
Performs other related duties as assigned.